Moving may very well be one of the most daunting tasks on a person’s to do list. All of the boxes, the packing, the lifting, the loading, the shuffling, can surely make your head spin. Moving can be stressful under any circumstance, but one situation that can seem especially daunting is an office move. This is beyond moving your X-Box and your futon out of your parents’ basement; we are talking a full fledged, multi-person shuffle of expensive equipment, important and possibly sensitive documents, and a very real potential for a hiccup in business and productivity.
But just remember, it will all be worth it in the end, or you wouldn’t be doing it in the first place! Perhaps you are one of the lucky companies that has outgrown your office space. Medix is getting ready to move its very own corporate office in the near future, as a matter of fact. Not only will a corporate move make more sense for our strategic initiatives, it is also necessary due to the growth of both our Corporate Team and our Chicago office. Whether it is outgrowing your space physically or culturally, downsizing and needing a new layout, finding a more strategic location, finding a more financially friendly option than your present office, etc., you should have a good reason for moving your office, so use that purpose to drive you through the grueling process.
WikiHow had a great list of tips for moving an office that we’d like to share. What tips do you have for other employers considering a change of scenery for their offices?
Assess your needs and current situation: You need to be clear about the purpose of your office relocation (e.g. lease break, lease expiry, planned growth or contraction) in order to define your needs and map out the appropriate office move plan. There are some big decisions that must be agreed upon as the starting point and which will form the basis of the subsequent planning process, including the details of the existing lease and notice period and your current obligations and liabililities.
Be clear about your requirements: A clear understanding at the outset of your basic strategic and operational requirements will make the whole moving office process go more smoothly – and save time. Don’t worry too much about the technical specifics (as that is part of the advice given by the external property move professionals). However, you must have an overall idea and consensus from the decision makers about the key drivers of the office move including:
- Where you want to move to;
- how much space you need; when you need to be in by;
- what key features you need your new office to have;
- what your planned business objectives (including growth plan) the move needs to satisfy;
- and type and length of lease you want.
- have the trust of senior management;
- the authority to act on behalf of the company;
- be senior enough to be able to make decisions;
- be a good organizer of people and processes;
- have experience of setting and working within budgets;
- and be a good communicator.
Start early: There’s a lot to do, so the earlier you start, the greater the chance of achieving the smooth move your company expects. It is impossible to plan too far ahead. Once the project leader has been appointed, work should start. You should start reviewing your options 9 – 18 months prior to your lease expiration regardless of whether you are considering renewing, renegotiation or relocation. It is vital that you allow enough lead-time to increase the amount of leverage and competition between the various options, which can result in substantial savings for you.
Upgrading – Moving office is an opportunity to update to modern, efficient and space-saving equipment;
- Review existing suppliers – Moving office can provide a trigger for renewing/switching supplier contracts on favorable terms.